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Import of calculations

This function can be used to import calculations or configurations from a source system into a Sales Quote or Sales Order. It is irrelevant whether the source system is an internal (sales-oriented) system or the system of a vendor, for example. A universal import reads the content from a file into an import table. Alternatively, the data can also be transferred to the import table via an interface. During subsequent processing, all items that do not yet exist are created during the import as catalog items and items and the quote/order lines are created.

Importing a calculation

If a calculation is to be imported using a file, a Data Exchange Definition is required. If this is defined, the import process is started in the sales offer via the action Import Calculation (action group Prepare).

The page that opens asks for the Data Exchange Definition to be used and the import file and also provides an option to set a project reference (Special Bid) from the vendor. After successful import, the imported lines can be opened directly. Before subsequent further processing, an import indicator (Type) must be set in all lines on the Imported Calculation page. Lines that are not to be processed must be deleted. If the field Set default values for Calculation Import is set to YES in the Sales & Receivables Setup, the system attempts to preallocate this field independently.

Pre-assignment of the import indicator

The system proceeds as follows for automatic preallocation:

  • The first line containing a price is marked as Main. Only one line per import can be marked in this way.
  • All further lines containing prices are marked as Component.
  • All lines without a price are marked as Text. These lines are saved on the document line of the main item and are taken into account when the line is processed further (see Calculation texts).

In addition, the system uses the Manufacturer Item No. to determine whether a matching catalog item already exists. If this is the case, it is entered directly in the corresponding field. Otherwise, the field remains empty and the catalog item is created in the next processing step.

Default vendor of the supplier

As the structure of the calculation or import file tends to differ from supplier to supplier, a separate Data Exchange Definition must be created for each supplier. This also has the advantage that the vendor no. of the supplier does not have to be entered manually but can already be stored in the Data Exchange Definition as a fixed value.

Process imported lines

The next step is to process the imported lines. This is done by calling up the Process action. In addition to specifying the Vendor No. of the supplier (Buy-from Vendor No.), the fields Vendor Item No., Item Template Code and Unit of Measure Code are required. If this information is incomplete, a corresponding error is displayed in the respective line.
If new catalog items are required, these are created. Otherwise, the existing ones are used (see above). Document lines are created for all Main or Component lines. An item is automatically created for each catalog item based on the item template.

Calculation texts

All text lines are saved as calculation texts on the document line of the Main item. In addition to the description, the Manufacturer Item No. and Quantity are taken into account. The texts can be called up via the field of the same name in the document line or via the Sales Line Details fact box. Furthermore, the texts are also considered during further processing of the document line, e.g. when creating a Purchase Order or when posting or archiving the document. In addition, they will soon be printed in a separate section in the sales documents.